Training

Training is an optional feature. When it is enabled for your organization, your team can create its own internal training courses, publish course versions, assign published versions to parties, collect assessment and attendance evidence, and issue numbered completion records.

Training is customer-owned. Novantra does not curate or manage your operational course catalogue. Your organization decides which courses exist, what content they contain, when a version is published, who needs to complete it, and whether certificates or attendance proofs should be issued.

What you can do

Create customer-owned courses and immutable published versions.
Add modules with descriptions, source references, ordering, and duration.
Publish questionnaires with single-response or multi-response questions.
Set allowed attempts and passing score from 0 to 100 percent.
Assign published course versions to parties.
Create numbered assignment campaigns that generate governed assignments for selected Party cohorts.
Set assignment due dates and grace periods.
Configure assignment follow-up policies that project reminder, escalation, and reassignment milestones into Work Management.
Review readiness states for required, due-soon, in-grace, overdue, completed, waived, exempted, and cancelled assignments.
Configure assignment-level recurrence policies that create the next assignment after completion and the recurrence interval.
Create governed refresher assignments from issued certificates that are approaching expiry.
Waive or exempt open assignments with governed eligibility, resource-access checks, an approver actor, a reason, optional scope, optional expiry, and audit evidence.
Record internal completion for eligible assignments.
Schedule instructor-led sessions and record attendance.
Publish proof and certificate templates.
Issue numbered attendance proofs and completion certificates.
Request a Rendition-owned syllabus package for a published course version.
Attach existing artifact and DMS document references to issued proofs and certificates, and optionally request a rendition package.
Reissue issued certificates as superseding records when they need correction or refresh.
Revoke issued certificates when they should no longer be treated as valid.
Deliver assigned online training through Public Access links.
Request external training material submissions and review them before adoption.
Retain auditable course, assignment, attempt, proof, certificate, and session numbers.

Training assignments target parties, not member accounts. Member IDs are used as actors: who created an assignment, published a version, recorded attendance, issued proof, or issued a certificate.

Course ownership

Each organization owns its own training catalogue in both Cloud and Sovereign deployments. In a multi-organization Sovereign install, one organization’s courses do not become another organization’s operational catalogue.

Starter package rows may be available in some deployments, but they are not assignable operational courses by themselves. A course must exist in the customer-owned workspace catalogue and be published before it can be assigned.

Versions and modules

Courses are versioned. A draft version can be edited and can include modules. Once a version is published and assigned, assignments keep their course-version snapshot for historical readability. Publishing a later version does not rewrite past assignments.

Use course and module keys as authoring aids only. Auditor-facing course, assignment, proof, certificate, and session numbers are issued by Novantra’s central numbering system.

For a published course version, a workspace user can request a syllabus package through the Rendition pipeline. Training captures the course-version and module snapshot, validates any DMS document target through DMS when DMS output is requested, asks Rendition to create the package, and stores only safe document, rendition-job, and storage-boundary references on the encrypted course-version snapshot. Training does not store generated files, storage keys, buckets, paths, or DMS filing internals.

Assignment readiness and waivers

Assignments can carry optional due dates and grace periods. The assignment list derives readiness from those dates and the assignment’s terminal state, so teams can distinguish required, due-soon, in-grace, overdue, completed, waived, exempted, and cancelled assignments without changing the underlying course version.

The assignments tab also shows readiness summary counts for the same states, giving workspace users a quick dashboard view without creating a separate Training dashboard engine.

Assignments can also carry a recurrence policy. When recurrence is enabled, the Training runner waits for the assignment to be completed, checks the interval, validates that the party and latest published course version are still available, evaluates governed eligibility and resource access, and creates the next numbered assignment through the Training owner. The recurrence snapshot records source assignment, root assignment, generated due date, occurrence count, and safe runtime refs only.

Assignments with a due date can also carry an assignment follow-up policy. The Training follow-up runner projects configured reminder, escalation, and reassignment milestones into Work Management as work-item and calendar projections. Training remains the source of truth for the assignment and readiness state; Work Management owns the central follow-up views and work lifecycle. The projection does not send notifications, create a Training-local reminder queue, or expose public Training APIs.

Assignment campaigns let assignment managers select a published course version and a Party cohort, then create a numbered campaign parent plus linked numbered assignments for each selected party. Campaign creation uses the same governed eligibility, resource-access, due/grace, recurrence, follow-up, numbering, audit, Activity, and encrypted snapshot behavior as individual assignment creation. Campaigns do not add notification fan-out, public Training APIs, or a separate task engine.

Waivers and exemptions are internal governed assignment operations. They are available only to users with assignment-management permission, evaluate the Training assignment waiver governed purpose, check resource access, and record the authenticated member, reason, optional scope snapshot, optional expiry, and safe audit metadata. Waiving or exempting an assignment does not expose training evidence through Compliance Passport or public auditor access.

Assessments

A published questionnaire belongs to a course version. Questions and options are retained with the attempt so the result remains understandable even if a future course version changes.

Assessment attempts record whether the participant passed, the score percentage, and the submitted attempt context. Detailed responses are retained for the workspace and are not exposed to public or external-facing surfaces.

Sessions and attendance

Instructor-led sessions can be scheduled for a published course version. Sessions can include delivery mode, trainer reference, timing, and location or joining details. Attendance records capture the attendee, attendance status, evidence summary, and reason.

Trainer selection can be governed by eligibility policies when your organization enables those policies.

Scheduled instructor-led sessions are projected into the internal Work Calendar with the session title, timing, course-version reference, trainer reference, and route target. The calendar projection does not publish joining details, create reminder fan-out, or assign member tasks.

Proofs and certificates

Attendance proofs and certificates are numbered records owned by your organization. They are system-created outputs with retained evidence snapshots. If an issued certificate should be corrected or refreshed, reissue it as a superseding certificate so the previous record stays visible as superseded. If an issued certificate should no longer be accepted, revoke it instead of deleting or editing it.

Certificate and proof templates are customer-owned. Rendering to final documents can use the document/artifact pipeline when that capability is available.

When issuing or reissuing a proof or certificate, a workspace user can reference an existing rendered artifact and a DMS document. If a rendition package is requested, Training validates the DMS document through the DMS owner, requests the package through Rendition, and stores only safe package references and job state in the evidence snapshot. Rendered files, storage keys, buckets, paths, and DMS filing output remain owned by the artifact, DMS, and Rendition pipelines.

Refresher assignments

Issued certificates with an expiry date can drive governed refresher assignments. The Training feature exposes certificate expiry as an internal expiry signal and the scheduled refresher runner checks issued certificates inside the renewal window. When the party still exists, a latest published version of the same course is available, and no open matching assignment or prior generated refresher for that source certificate already exists, Training creates a new numbered assignment.

Refresher assignment creation uses the same governed eligibility, resource-access, course-version snapshot, assignment due date, grace period, audit, Activity, and numbering behavior as a normal internal assignment. The generated assignment is due at the certificate expiry date, or immediately if the certificate is already expired.

Assignment recurrence uses the same internal assignment creation path, but it is driven by the completed assignment’s recurrence policy rather than a certificate expiry date.

Assignment-level follow-up projections can surface configured reminders, escalations, and reassignment milestones in Work Management. They do not send notification fan-out, publish public Training APIs, or expose certificates through Compliance Passport or auditor access. Those remain separate capabilities.

Public learner delivery

Online assignments can be delivered through Public Access when Training and Public Sessions are enabled. The participant opens a time-limited public task link, reviews the assigned course-version snapshot, completes the questionnaire if one is present, and submits an attestation that they personally completed the training.

The public view shows only the assigned task. It does not expose the internal course draft, workspace navigation, member records, raw storage locations, or other organization data.

External training submissions

Your team can request training material from an external party by issuing a Public Access task. The external submitter can provide the material title, description, source link, and supporting files when the public-session template includes a document-upload task.

External submissions are intake records only. They do not automatically become assignable courses. A workspace user reviews the submission and decides whether to reject it, ask for changes, or adopt it into a tenant-owned course draft/version. Non-adopted submissions remain in the intake record with their review outcome instead of becoming assignable courses. Adopted courses, certificates, attendance proofs, assignments, and evidence remain owned by your organization, not by the external submitter.

For binary files, use the Public Sessions document-upload task in the same session. The upload flow stores files through Novantra’s artifact pipeline and does not expose storage keys, buckets, paths, or storage bindings to the external participant.

Governance

Training contributes governance hooks for eligibility, facts, and lifecycle orchestration. These hooks let your organization define policies such as who can be assigned to a course, who can act as a trainer, when a certificate may be issued, and how training steps participate in onboarding or other lifecycle flows. Training also contributes Party-scoped readiness counts through governed facts, so optional Training status can be used by readiness and policy engines without making Party depend on Training internals.

Training remains optional. If it is not enabled, governance foundations do not depend on Training internals.

Permissions

Permission	What it lets you do
`training.view`	View training courses, assignments, assessments, sessions, and evidence.
`training.manage_courses`	Create and publish customer-owned training courses and course versions, and request published-version syllabus packages.
`training.assign`	Assign published course versions to parties.
`training.complete`	Complete training assigned to the linked party.
`training.manage_assignments`	Manage training assignments, waivers, exemptions, and assignment campaigns for the organization.
`training.manage_assessments`	Publish questionnaires and review assessment attempts.
`training.manage_sessions`	Create sessions and record instructor-led attendance.
`training.manage_evidence`	Publish evidence templates and issue or revoke training artifacts.

Training permissions are managed through the same roles surface as the rest of the workspace; see Roles & Permissions.

Enabling and disabling Training

Training is included only when the deployment profile contains the Training feature and the organization is entitled to use it. If Training is unavailable, the nav entry is hidden and Training routes return a feature-not-available response.

Disabling Training does not delete historical records. They remain available if Training is re-enabled.

Party Governance, since training recipients are parties.
Roles & Permissions, for training permissions.
Audit log, for the time-ordered record of course, assignment, assessment, attendance, proof, and certificate actions.